Administrative Specialist Academic Affairs

About the Job

Administrative Specialist for Academic Affairs

This position works in-person in Rochester, MN. This role is not eligible for H-1B or Green Card sponsorship.

The Administrative Specialist for Academic Affairs is the first level professional responsible for implementing general operations for the singular academic unit of the University of Minnesota Rochester :
The Center for Learning Innovation. The Administrative Specialist for Academic Affairs will provide administrative support to faculty and staff who work with the BSHS (Bachelor of Science in Health Sciences) and BSHP (Bachelor of Science in Health Professions) degree programs. As a vital member of the Center for Learning Innovation (CLI) administrative team, their work involves collaboration and coordination with multiple units across campus and the system, including budget and finance, human resources, procurement, facilities management, communications, outreach, events / conferences, and faculty affairs.

The role requires an in-depth understanding of major initiatives, programs, and issues impacting UMR and expertise in university administration to support the ongoing growth and development of the faculty and student body at UMR.

• Provide general administration and operations to support projects for the CLI and affiliated faculty as directed by the Administrative Director and the Department Chair
• Build and maintain relationships with other units across the campus and system-wide to effectively collaborate on a wide range of responsibilities, including budget and finance, human resources (e.g onboarding, undergraduate academic assistant (UAA) student worker hiring and management), procurement (P-Card reconciliation, supply ordering, more), facilities management (class room scheduling, identifying needs / issues with rooms / spaces), communications, outreach, and events / conferences.
• Support and maintain academic processes (course scheduling and rooming, permissioning, etc.)
• Develop, implement, and oversee operational workflows, and / or provide end-to-end oversight of program or project execution, in collaboration with multiple units
• Maintain important documentation (e.g. Google Sites, minutes, syllabi, other records)
• Communicate with students, faculty, and staff to execute day to day operations within academic affairs
• Serve as a subject-matter expert for the department and resolve complex issues, including such areas as waitlist management, Capstone processes, and more.
• Organize meetings, retreats, workshops, and visits (room reservations, directions, transportation, lodging, meals, beverages, etc.)
• Establish and follow protocols for high-quality engagement with students and faculty
• Follow FERPA guidelines, university policy and office procedures, using professional judgment and individual discretion in issues involving minimal supervisory guidance
• Demonstrate organizational agility in managing fluctuating priorities and evolving administrative demands inherent in our rapidly expanding academic unit.
• Exercise delegated authority or decision-making related to significant processes (e.g. course scheduling, student enrollment) with a high-level impact on academic affairs.

• Manage multiple program budgets (UAA, lab expenditures, overall departmental), including monitoring expenditures, forecasting, and reviewing financial reports
• Assist faculty and staff with conference registrations, membership renewals, travel authorizations and travel expense reports
• Support event logistics, including ordering, room set-up, and other event preparation
• Reconcile PCard transactions for various purchases for the Center for Learning Innovation
• Purchase supplies for the unit and faculty needs, as well as assist with technology acquisitions

• Work on projects in support of the CLI, MCSHS, and the UMR community
• Serve on committees as needed, which may include search committees or other participation in other committees that contribute to campus success

• Obtain and maintain necessary UMN systems trainings
• Pursue additional training & professional development when identified by self and / or immediate supervisor or needs expressed by faculty

• Bachelor’s degree or combination of related education and work experience to equal four years.
• Applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.

• Higher education experience
• Experience in Google applications (including Calendar, Documents, Sheets, Forms, and Sites)

• Ability to prioritize and multi-task successfully in a complex, fast paced environment
• Excellent interpersonal skills, with the ability to work and interact professionally, energetically, and personably with a wide range of people (eg : students, faculty, and staff; cultural and ethnic diversity)
• Previous customer service…